Welcome
Donna Chu, Director of District Financial Services
Finance Update / Introductions
Finance Update
• Introductions:
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•
•
•
•
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Patrick Ranspot, Treasury Manager
Tullan Spitz, Senior Grant Writer
Robyn Faraone, Grant Writer
Aaron Musk, Senior Accountant
James Young, PERS Specialist
Megan Salvador, Senior Administrative Secretary, Finance
Matt Howe, AR Fiscal Services Associate III
Finance Update
Donna Chu
Financial Services
[email protected]
503-916-3115
Student Body Funds
Sonya Harvey, Accounting
Year End Procedures
Year End Procedures
To do before you leave for summer…
District will do…
• Reconcile your May bank
• June bank reconciliation report
Reconcile
your May bank
statement.
Print,and
review and eEnter all June checks, receipts (SchoolPay) and the
statement.
Print,
review
• We will use your files if we find
email
to statement
[email protected]
June
bank wire
into EPES.
discrepancies while doing your
Activity
Account
Deficits
• Enter all June checks, receipts
June reconciliation
Email
with:
(SchoolPay)
and the June bank
Final
receipt
and check numbers
wire
statement
intoused
EPES.
Make
available files
and records
• Activity
Account
Deficits
Make sure you have identified accounting of all donations aggregating to $5K or more.
Final receipt and check numbers
used and email to [email protected]
• Make available files and records
• Make sure you have identified
accounting of all donations
aggregating to $5K or more.
Escheatment
• Run outstanding check report – 6/30/15
• Attempt contact and document
• Start escheatment file folder
• Results Due – Friday, May 19, 2017
Finance Workshop Survey
Finance Workshop Survey
Accounting
Sonya Harvey
Student Body Funds,Accounting
[email protected]
503-916-3757
Purchase Orders
Travis Allison, Purchasing and Contracting
When and How to Use
P&C Updates
• P-Card Training
-Stephen Hirai
• Contracts Training Reminder
-Erica Kreger
• Health Purchases
-Travis Allison
Current Resources
• Quick Guide to Buying
• Purchasing Methods:
Direct Vouchers, P-Cards,
POs, & Contracts
Thank You
Travis Allison
Purchasing & Contracting
[email protected]
503.916.3441
Payroll
Ondra Matthews, Payroll Manager
It’s About Time
Agenda – Time & Labor
• Leave of Absence Reporting
• Reporting expectations using
AESOP
• Reporting in Peoplesoft
• Time Admin Schedule
Leave of Absence Reporting
• Keep copies of LOA email notice from Jodie in
Benefits Office, as well as the LOA Tracking form
worksheet for hours to report in your yellow T&L
folder.
• Only enter Leave Hours up to the balance as
reflected on the right side of the time entry screen.
• Recommend entering Paid Leave hours after the
2nd of each month, after new accruals and
remaining hour balances are posted.
LOA Reporting ( cont.)
• When you begin to report consecutive
days of unpaid leave, please email the
Benefits office ([email protected]) to alert
that all leave hours are exhausted and
that you are now reporting unpaid leave
AESOP Reporting Expectations
 You can update the type of leave
requested by teacher in AESOP, prior to
reconciling.
 Once reconciled, the hours will load to
Time & Labor automatically the next
morning.
 All teacher hours must be confirmed as
accurate or corrected after it is loaded
into Time & Labor.
Reporting in AESOP (cont.)
Go into the individual absence by clicking on the confirmation number, then click on “Edit
Absence” to change to the absence you need.
Go into the individual absence by clicking on the confirmation number, then
click on “Edit Absence” to change to the absence you need.
Reporting in AESOP (cont.)
 Best practice is to reconcile on a daily
basis, especially in the final week of
reporting for the period.
 Avoid manually entering hours that are
also automatically loaded from AESOP.
Reporting in Peoplesoft

 Leave Hours now reflect Benefit panel
hours.
process
is run
onthethe
1stday of every
Leave Hours
now reflect Accrual
Benefit panel hours.
Accrual process
is run on
1st business
month, sobusiness
updated hours will
be reflected
no later than
the 2nd business
of month. Important to
day
of every
month,
so day
updated
never enter leave hours above amount in balance.
hours will be reflected no later than the
2nd business day of month. Important to
never enter leave hours above amount in
balance.
Final Day- Time Reporting Day
Schedule
 10 am 12pm  Final lockout at 4:30pm.
3pm
 Priority must be given to Substitute
employees, especially on the Final Day.
 During lockout the pay period will
automatically default to next period. Do
not submit time during the lockout
period.
Reporting in Peoplesoft (cont.)

We have added a new signature approval statement on
the Time Summary reports (copy following).

After hours are submitted, print out summary report
and get an “inked” signature from Principal.

Signed report is due via email to payroll by 1pm the day
following lockout. ([email protected])

Scan directly to your email, rename the file and save a
copy on your computer in the format of “School_Period
End Date” (ex. “School_021517”) before attaching in
email to payroll.
Time Summary Report Signature
Approval Statement
The place to store all time reporting
paperwork for the current period
Employee Self Service
AVAILABLE ANYTIME - ANYWHERE
YOU HAVE CONNECTION TO THE
INTERNET (even on your mobile phone.)
In web browser type:
selfservice.pps.net
Payroll
Ondra Matthews
Payroll Services
[email protected]
503-916-3302
School Pay
Patrick Ranspot, Treasury Manager
Accounts Receivable Update
SchoolPay
 Comprehensive receipting system
 Integration with Desitiny (library
system)
 Additional future integrations
 SchoolPay is available for assistance
 Finance will provide additional
training
SchoolPay
 Survey results
Check Reimbursements
 Wire SBF ([email protected]) is the email to scan
Check Reimbursements
 Jill Bellone 503.916.3767
Accounts Receivable Contacts
Main number: 503.916.3005
Email: [email protected]
Patrick Ranspot
[email protected]
503-916-3327
Outdoor School – Matt Howe 503.916.3768
Monthly Settlement Wire – Jill Bellone
503.916.3767
Cashier/Bank Supplies – Teresa Eckblad
503.916.3762
Accounts Payable
Abdullah Elmadhoun and Debra Watkins, Accounts Payable
Accounts Payable / Pcard Updates
Accounts Payable
Abdullah Elmadhoun and Debra Watkins, Accounts Payable
• PCard Updates
• Year End Updates
Accounts Payable
Abdullah Elmadhoun and Debra Watkins, Accounts Payable
Abdullah Elmadhoun
[email protected]
503-916-3376
Debra Watkins
[email protected]
503-916-3750
Questions